Company Secretarial Coordinator

The Company Structure is a Private Company with 2 (two) Shareholders. There is a Board of Directors with various Board Committees. The incumbent will report to the Assistant Company Secretary. They will be responsible for preparing the annual calendar, arrange meetings, arrange travel and transport, pay invoices, upkeeping of calendar planning, and organizational and contact schedules. They will also liaise with the Board, board Committee, Exco and staff as well as other internal and external stakeholders as needed.

Knowledge of CIPC processes and must be able to independently implement. Collection of documentation and be able to collate packs accurately and effectively, save packs in hardcopy and electronically before publishing onto Diligent. Must be able to draft correspondence and attend to the distribution and signature of documentation electronically and otherwise. Provide the business and external stakeholders with documentation as required.

The following job objectives were found to be relevant to this job:

Corporate Governance

o Assist the Company Secretary in fulfilling all the statutory duties of a Company Secretary as outlined in the Companies Act, 2008, for the Group and its subsidiaries

o Draft governance and compliance documentation, such as, meeting Agendas, Notices etc., for the Group and its subsidiaries

o Attend to all corporate governance and company secretarial statutory matters for the Group, including the timely preparation and submission of statutory documents to CIPC, such as annual returns, registration of new companies, directors' consent forms, etc.

o Prepare and ensure that directors' financial and directorships interests are updated annually and as may be required.

o Assist with verification documentation and B-BBEE

o Input on ESG Quarterly Reporting.

o Prepare meeting dates and annual workplan for Board and Committee meetings with communication and co-ordination on respect thereof

o Ensure proper storage of documentation (including electronically), metro filing and archiving

o Maintaining statutory records

Administering the functions of the Board and its Committees

o Liaison between the Board and other stakeholders.

o Coordinate the compilation and timely distribution of the Notices, Agendas and Board and Committee packs, for the Group and its subsidiaries. Both in hard copy (if necessary) and on the relevant Board Management Portal App as may be required.

o Liaising with relevant parties on timeous signature of Minutes, resolutions, and other documentation

o Provide extracts of meeting minutes as required

o Co-ordinating the Board evaluation process and other tasks and processes as required.

o Ensure that the minutes of all Shareholders meetings, board meetings and the meetings of any committees of the board are properly recorded in accordance with the Act.

o Ensure that a copy of the Company's annual financial statements is sent, in accordance with the Act, to every person who is entitled to it.

o Making travel arrangements as required

o Respond to general queries regarding FICA, SARS, B-BBEE Verification.

o Liaise with External Auditors regarding statutory records.

o Attending to payment of Director Fees and invoices.

o Co-ordinate induction of new Board and Property Committee Members

o Maintaining up to date structure charts, schedules, and contacts for the Group

o Point of contact / liaison between the board and any external consultants

o XBRL conversions and submission to CIPC

o Arranging courier for company secretarial documents, as required.

o Co-ordinate and schedule all Board and Board Committee meetings.

o The use and integration of AI into processes and operations (subject to the Company's AI policies) in order to improve efficiency.

Educational requirements relevant to this job:

Required:

o Excellent Understanding of the Company Secretariat function

o Experience using company secretarial software

o Microsoft office suite, particularly WORD, EXCEL and POWERPOINT

Advantageous:

o Member of IODSA

o Chartered Secretaries Southern Africa Qualification

Knowledge requirements relevant to this job:

o Legislative matters (Including Companies Act, King Code)

o CIPC knowledge

o BBBEE

o Corporate policies and procedures

o Ethics

o Industry specific knowledge, in particular all CIPC processes, XBRL conversions

The Skills requirements relevant to this job:

o Tactical Reasoning

o Impact and influence

o Leadership

o Negotiation

o Emotional Intelligence

o Conflict Resolution

o Networking and collaboration

o Logical reasoning

o Problem solving

o Numerical Reasoning

o Understanding of Financial matters

o Verbal and Written communication

o Multitasking

o Networking and collaboration

o Investigation

Technologically savvy

The Experience requirements relevant to this job:

o 5+ Years' Experience (PQE) in the corporate governance and company secretarial environment.

PA skills and experience

Please note this role will be recruited for in line with our Employment Equity requirements